What are the responsibilities and job description for the Back Office Administrative Support / Customer Service Assistant position at City of Medford, OR?
Summary
Join a team that helps create a smooth, welcoming experience for our Parks & Recreation customers. This part-time role is a great opportunity for someone who enjoys both customer service and behind-the-scenes administrative support. From helping customers register for programs and reserve facilities, to keeping records accurate and operations running smoothly, this position plays an important part in the day-to-day success of the team. If you are detail-oriented, adaptable, and enjoy supporting both people and processes, we encourage you to apply.
Required Education and Experience:
- Graduation from high school or GED.
- Must be at least 18 years of age.
- One (1) or more years of customer service experience.
Preferred Qualifications:
- Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook
- Strong attention to detail and accuracy
Available Schedule:
- This position will be up to 24 hours per week.
- Candidate must be available to work some evenings and weekends.
- Hours will vary based on operational needs and individual availability.
Compensation & Information on Benefits
The anticipated hiring range for the Customer Service Assistant position is $19.92 (first step) to $20.91 or $21.96 (second or third step). The City of Medford determines starting pay based on an evaluation of relevant education, experience, and qualifications as provided by the applicant in their application materials, alongside others who perform work of comparable character consistent with the Oregon Equal Pay Act. Three steps are included in this salary range, allowing opportunity for annual movement through the steps.
INCLUDED BENEFITS:
- Oregon Public Employee Retirement System (PERS) retirement contributions paid by employer for part-time, year-round positions.
- Paid sick leave - one (1) hour accrued for every 30 hours worked.
- Access to the City's fully equipped fitness center 24/7
Examples of Job Duties
Essential Functions of the Position:
- Processes customer transactions for entry into Rogue X, program registration and facility rentals.
- Handles and reconciles cash from daily transactions
- Responds to requests for information from the public, internal departments, and employees.
- Organizes and schedules mass communication to staff, customers, program participants, and residents.
- Analyzes and reports on survey data from various department and recreation programming surveys.
- Responsible to process program registrations, basic and advanced facility reservations, individual and mass cancellation refunds.
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Assist with the following:
- Configuration and maintenance of the department’s registration and reservation software in preparation for seasonal registration and reservation dates.
- Providing support to the Recreation Division.
- Verifying employee’s scheduled hours, time off, and overtime; provides hours to the payroll department for timely processing.
- Scheduling of annual contractual reservations.
- Completes various seasonal projects, events, and/or tasks assigned by the Customer Service Supervisor.
Other Functions of the Position:
- Upholds the values of the organization and has strong customer service orientation.
- Handles job stress and interacts effectively with others in the workplace.
- Fosters an environment that embraces diversity, integrity, trust, and respect.
- Is an integral team player, which involves flexibility, cooperation, and communication.
- Performs other related projects and duties as assigned.
- Demonstrates regular, reliable, and punctual attendance.
Competencies:
Customer Orientation- Effective performers attend to customers in a timely manner. They view the organization through the eyes of the customer and go out of their way to anticipate and meet customer needs. They continually seek information and understanding regarding market trends.
Active Listening- Effective performers offer their full attention when others speak. They listen actively, giving verbal and nonverbal cues of their interest. When the speaker has finished, they paraphrase what was said to ensure understanding.
Coachable- Effective performers receive, interpret, and implement job-related instruction, guidance, coaching, and training (both formal and informal) while progressively improving skills and overall success in performing assigned duties. When issues of poor performance or negative behaviors are raised, they incorporate feedback in a constructive manner that demonstrates understanding of the concern and an ability and willingness to achieve the required consistent and sustained improvement.
Communicativeness- Effective performers recognize the essential value of continuous information exchange. They actively seek information from a variety of sources and disseminate it in a variety of ways. They use modern technologies to access and circulate information. They take responsibility for ensuring that their peers and supervisors have the current and accurate information needed for success.
Composure- Effective performers maintain emotional control, even under ambiguous or stressful circumstances. They are able to demonstrate emotions appropriate to the situation and continue performing steadily and effectively.
Technology Savvy- Effective performers use technology to be successful int their organizational role. They value technology and understand the necessity of leveraging it to stay productive and competitive. They are proactive in investigating and adopting new technologies to achieve competitive advantage.
Work Environment & Physical Demands:
This position requires inside, office desk work that includes exposure to regular office noise and distractions, adequate lighting, and regulated HVAC systems in relation to temperature. This environment may also include interactions with the public and potential contact to disruptive people.
To perform this job successfully, an individual must be able to accomplish each of the essential job functions satisfactorily. This position involves extended periods of sitting and standing, with occasional walking, crouching, bending, stooping, twisting and turning. Adequate hearing, visual acuity, and the ability to communicate verbally are necessary. The employee is regularly required to operate a variety of automated office machines which include a computer, printer, copy machine, telephone, etc.
Supplemental Information
IMPORTANT (Please read):
- It is important your application shows all the relevant experience you possess.
- Applications may be rejected if incomplete.
- Resumes will not be accepted in lieu of an online application; an application will be considered incomplete with a "see resume" response.
- Please complete the application and answer the supplemental questions thoroughly to ensure our subject matter experts can appropriately evaluate your experience as we compare applicants.
How to Apply:
- Applications are only accepted online and must be received by the posted closing date/time.
- Selection procedures and timelines subject to change.
- Those selected must be able to provide proof of legal right to work in this country.
Hiring will be subject to successful completion of the following:
- Criminal history background investigation
- Clear drug screen following federal law
- Professional reference check
Questions or Assistance:
- If you have questions about the job posting, please contact the Human Resources department at (541) 774-2014.
- For technical assistance completing your online application, please contact Government Jobs at (855) 524-5627.
Salary : $21 - $22